Terms of Reference (ToR) for Consultant to Develop Administrative, Financial, and Procurement Policies for PPC

Terms of Reference (ToR) for Consultant to Develop Administrative, Financial, and Procurement Policies for PPC

1. Background

People Promote Center (PPC) is-a non-profit organization registered at District Administration Office, Dhanusha on 24 MAY 2007 (2064-02-10B.S.) and is affiliated with Social Welfare Council. The vision, mission, goal and objectives of the organization include: 

Vision:  Sustainable and inclusive community development ending all forms of discrimination and evil practices enabling people to claim their rights and facilities. 

Mission: Organize and capacitate women, youth, adolescents, children, people with disability and, marginalized groups, socially, economically and politically to end all forms of inequalities and other social evils and improve their health, education and economic status and environment with a hope to be self-reliant to enjoy their rights.

Goal: Socio-economically strengthened, capable and inclusive communities. 

Objectives: 

• Empower women, youth, adolescence, children, and people with disability and, marginalized groups through education, healthcare, livelihood, climate change adaptations, DRR and emergency support. 
• Advocate, train, network and lobby with line and other agencies to reduce drop out, enhance enrolment and retention rate of children and adolescents in educational institutions and help to increase learning outcomes. 
• Implement community/ organization based sanitation, Ending TB and other communicable Disease and personal hygiene programs
• Engage and build capacity of youth and adolescence in financial literacy and other life skill programs. 
• Educate and build capacity of youth and adolescence on sexual and reproductive health rights. 

The organization has worked both in Development and Humanitarian setting. The organization has implemented projects in the field of WASH and Environment, Gender Based Violence Prevention and women empowerment, Emergency Response and Education. Currently the organization is implementing the program, “Strengthening Local Government Capacity to Develop School Education Sector Plans and Budgets to bring about Quality Learning in Madhesh Province” with the financial and technical support of UNICEF. The program is being implemented in 71 local governments of Madhesh province (Parsa-9, Bara-5, Rautahat-14, Sarlahi-8, Mahottari-8, Dhanusha-7, Siraha-10, and Saptari-10). The program focus on strengthening local governments capacity to develop education sector plans and budgets, establishing child-friendly Systems for modeling CFS; capacitating schools and communities for evidence-based educational planning and provide quality services that promote equitable access and learning in preschool and school; improved recovery of learning losses and acceleration of learning to address pre-existing learning crisis and learning loss during the COVID-19 pandemic. 

To ensure effective and efficient management, the NGO seeks to establish robust administrative, financial, and procurement policies. These policies will align with international/ national best practices, donor requirements, and local regulatory frameworks. Standardized policies are essential for promoting transparency, ensuring accountability, and achieving compliance within the organization. It will provide a reliable foundation for consistent decision-making, foster trust among stakeholders, and help mitigate risks associated with legal and ethical violations. By investing in the development, implementation, and periodic review of standardized policies, organizations is trying to create a robust framework that supports sustainable growth and long-term success.

2. Objective of the Consultancy

The main objective is to develop comprehensive and practical administrative, financial, and procurement policies to support People Promote Centre in achieving its goals while maintaining accountability, compliance, and operational efficiency.

3. Scope of Work

The consultant will:

1. Inception Phase:

• Review existing organizational documents, systems, and procedures.
• Conduct initial meetings with stakeholders to understand the NGO's needs, operational context, and donor requirements.

2. Policy Development:

Draft comprehensive policies on:

a. Administration

b. Finance

c. Procurement

Ensure policies align with:

• National laws and regulations.
• Donor and grant requirements.
• International best practices for NGOs.

3. Stakeholder Engagement:

• Facilitate consultations with key staff and stakeholders to validate the draft policies.

4. Finalization and Handover:

• Incorporate feedback into the final version of the policies.
• Provide a detailed implementation plan.
• Conduct a presentation/workshop for NGO staff on the new policies.

4. Deliverables

The consultant is expected to deliver:

1. Inception Report including a work plan and methodology.
2. Draft policies for administration, finance, and procurement.
3. Final policies incorporating stakeholder feedback.
4. Implementation guide for the policies.
5. Workshop/training session for staff on policy application.

5. Duration and Timeline

The consultancy is expected to be completed within 6 weeks, starting from 20th January 2025

6. Qualifications and Experience

The ideal consultant should have:

1. Advanced degree in Business Administration, Finance, Public Administration, or a related field.
2. Proven experience in policy development for NGOs or similar organizations.
3. Knowledge of national and international regulatory frameworks for NGOs.
4. Strong facilitation, communication, and writing skills.
5. Familiarity with donor compliance requirements (e.g., USAID, EU, UN (UNICEF)).

7. Application Process

Interested consultants are requested to submit:

1. A detailed technical proposal outlining their approach and methodology.
2. A financial proposal (breakdown of consultancy fees and expenses).
3. CVs of the consultant(s).
4. References and examples of similar work completed.

Applications should be submitted to the Chairperson, People Promote Center, Sitachowk 1, Janakpurdham by email by 12th of January 2025 before 4 PM. The email include ppc2063@yahoo.com

Include application for Admin, finance and procurement policy development consultant in the heading of your email response.

8. Payment Terms

Payment will be made in [insert number, e.g., 3] installments:

1. 10% upon signing the contract.
2. 60% upon submission, presentation and discussion on the draft policies.
3. 30% upon submission and approval of the final deliverables.

9. Reporting: The consultant will report to Executive Director of People Promote Centre.